Page 33 of 57
TE17-BFX-05V-3220: ADAPTORS
TRANSNET ENGINEERING
an Operating Division of TRANSNET SOC LTD
[Registration No. 1990/000900/30]
REQUEST FOR PROPOSAL [RFP] (INCLUDING LOCAL CONTENT)
FOR THE SUPPLY AND DELIVERY OF ADAPTORS LIST, TO TRANSNET ENGINEERING, FOR RSE BUSINESS IN KOEDOESPOORT AS AND WHEN REQUIRED, FOR A PERIOD OF 3 (THREE) YEARS
RFP NUMBER: TE17-BFX-05V-3220
ISSUE DATE: 04 JULY 2017
CLOSING DATE: 01 AUGUST 2017
CLOSING TIME: 10:00
BID VALIDITY PERIOD: 31 JANUARY 2018 (120 Business Days from Closing Date)
The minimum B-BBEE threshold in this instance is a B-BBEE Level 1- 3. Only EME’s and QSE’ may participate in this bidding process. A bid that fails to meet this pre-qualifying criterion will be regarded as an unacceptable bid.
TENDERER
______
(NAME OF COMPANY/PARTNERSHIP/CLOSED CORPORATION)
CONTACT PERSON ______
CONTACT NUMBER ______
E-MAIL ADDRESS ______
CSD CODE ______
SCHEDULE OF BID DOCUMENTS
Section No Page
Section 1 : NOTICE TO BIDDERS 4
1 invitation to bid 4
2 FORMAL BRIEFING 5
3 PROPOSAL SUBMISSION 5
4 DELIVERY INSTRUCTIONS FOR RFP 5
5 BROAD-BASED BLACK ECONOMIC EMPOWERMENT AND SOCIO-ECONOMIC OBLIGATIONS 5
6 Compulsory Local Content Threshold 7
7 COMMUNICATION 9
8 CONFIDENTIALITY 10
9 INSTRUCTIONS FOR COMPLETING THE RFP 10
10 COMPLIANCE 10
11 DISCLAIMERS 11
12 LEGAL REVIEW 12
13 SECURITY CLEARANCE 12
14 nATIONAL TREASURY’s CENTRAL SUPPLIER DATABASE 12
15 tax compliance 12
16 PROTECTION OF PERSONAL DATA 13
Section 2 : BACKGROUND, OVERVIEW AND SCOPE OF REQUIREMENTS 14
1 BACKGROUND 14
2 EXECUTIVE OVERVIEW 14
3 SCOPE OF REQUIREMENTS 14
4 GREEN ECONOMY / CARBON FOOTPRINT 15
5 GENERAL SUPPLIER OBLIGATIONS 15
6 EVALUATION METHODOLOGY 15
Section 3 : PRICING AND DELIVERY SCHEDULE 20
1 DISCLOSURE OF PRICES TENDERED 22
2 PRICE REVIEW 22
3 “AS AND WHEN REQUIRED” CONTRACTS 22
4 RETURN OF SURPLUS GOODS 23
5 RESPONDENT’S SAMPLES
6 PRE-PRODUCTION SAMPLES/PROTOTYPES .23
7 MANUFACTURERS 23
8 INSPECTION DETAILS 23
9 IMPORTED CONTENT 24
10 EXCHANGE AND REMITTANCE 24
11 EXPORT CREDIT AGENCY SUPPORTED FINANCE 24
12 NATIONAL RAILWAY SAFETY REGULATOR ACT 25
13 SERVICE LEVELS 25
14 TOTAL COST OF OWNERSHIP AND CONTINUOUS IMPROVEMENT INITIATIVES 26
15 RISK 26
16 REFERENCES 27
17 FINANCIAL STABILITY 27
Section 4 : PROPOSAL FORM AND LIST OF RETURNABLE DOCUMENTS 28
Section 5 : CERTIFICATE OF ACQUAINTANCE WITH RFP, TERMS & CONDITIONS & APPLICABLE DOCUMENTS 33
Section 6 : RFP DECLARATION AND BREACH OF LAW FORM 35
Section 7 : RFP CLARIFICATION REQUEST FORM 38
Section 8 : B-BBEE PREFERENCE POINTS CLAIM FORM 39
Section 9 : CERTIFICATE OF ATTENDANCE OF COMPULSORY SITE MEETING / RFP BRIEFING 46
Section 10 : SUPPLIER DEVELOPMENT INITIATIVES 47
Section 11 : DECLARATION OF SUPPLIER DEVELOPMENT COMMITMENTS 51
Section 12 : B-BBEE IMPROVEMENT PLAN 54
ANNEXURE A SPECIFICATIONS AND DRAWINGS (RFQ 6002203961)
ANNEXURE B Declaration Certificate for Local Production and Content [FORM SBD 6.2]
ANNEXURE C LOCAL CONTENT DECLARATION: SUMMARY SCHEDULE
ANNEXURE D IMPORTED CONTENT DECLARATION: SUPPORTING SCHEDULE TO ANNEXURE C
ANNEXURE E LOCAL CONTENT DECLARATION: SUPPORTING SCHEDULE TO ANNEXURE C
ANNEXURE F SUPPLIER DEVELOPMENT VALUE SUMMARY
ANNEXURE G SUPPLIER DEVELOPMENT PLAN
ANNEXURE H B-BBEE IMPROVEMENT PLAN
ANNEXURE I SUPPLIER DEVELOPMENT GUIDELINE DOCUMENT
ANNEXURE J STANDARD TERMS & CONDITIONS OF CONTRACT
ANNEXURE K GENERAL BID CONDITIONS
ANNEXURE L NON DISCLOSURE AGREEMENT
RFP FOR THE SUPPLY AND DELIVERY OF ADAPTORS TO TRANSNET ENGINEERING, FOR RSE BUSINESS IN KOEDOESPOORT AS AND WHEN REQUIRED, FOR A PERIOD OF 3 YEARS
Section 1: NOTICE TO BIDDERS
1 invitation to bid
Responses to this RFP [hereinafter referred to as a Bid or a Proposal] are requested from persons, companies, close corporations or enterprises [hereinafter referred to as an entity, Respondent or Bidder].
DESCRIPTION / SUPPLY AND DELIVERY OF ADAPTORS [the Goods]BID FEE AND BANKING DETAILS / DOCUMENTS WILL BE AVAILABLE FREE OF CHARGE
INSPECT / COLLECT DOCUMENTS FROM / Transnet Engineering, Admin Building
Room 33, Ground floor
Transnet Road
BLOEMFONTEIN
ISSUE DATE AND COLLECTION DATE DEADLINE / TENDERS MUST BE DOWNLOADED ON THE NATIONAL TREASURY E-PORTAL WEBSITE wwww.etenders.gov.za
Between 08:00 and 15:00 from 05 July 2017 until 28 July 2017.
Note: If a bid fee is applicable, payment must be effected prior to the deadline for collection. Pursuant to this requirement, should a third party [such as a courier] be instructed to collect RFP documents on behalf of a Respondent, please ensure that this person [the third party] has a “proof of payment” receipt for presentation to Transnet when collecting the RFP documents. Bidders wishing to collect a hard copy of such RFP documents from the Transnet issuing office, are required to inform that office at the contact numbers listed in paragraph 6 below on the day before collection in order to allow for timeous reproduction of the documentation. Bidders are to note that the RFP may also be downloaded directly from the National Treasury e-Tender Publication Portal free of charge. If Bidders download the RFP off the Portal, they are required to send their contact details to the following address: by 28 July 2017 is to ensure that any required communication (e.g. addenda to the RFP) in relation to this RFP reaches those intending to respond. Transnet will not be held liable if Bidders do not respond by this date and do not receive the latest information regarding this RFP with the possible consequence of either being disadvantaged or disqualified as a result thereof.
COMPULSORY/NON COMPULSORY BRIEFING SESSION / NOT APPLICABLE
CLOSING DATE / 10:00 on Tuesday 01 August 2017
Bidders must ensure that bids are delivered timeously to the correct address.
As a general rule, if a bid is late or delivered to the incorrect address, it will not be accepted for consideration.
VALIDITY PERIOD / 31 January 2018 Business Days from Closing Date
Bidders are to note that they may be requested to extend the validity period of their bid, on the same terms and conditions, if the internal evaluation process has not been finalised within the validity period. However, once the adjudication body has approved the process and award of the business to the successful bidder(s), the validity of the successful bidder(s)’ bid will be deemed to remain valid until a final contract has been concluded.
With regard to the validity period of short-listed bidders, please refer to Section 1, paragraph 11.
Any additional information or clarification will be faxed or emailed to all Respondents, if necessary.
2 FORMAL BRIEFING
A formal briefing session will not be held but should Respondents have specific queries they should email these to the Transnet employee(s) indicated in paragraph 6 [Communication] below:
3 PROPOSAL SUBMISSION
Proposals must be submitted in a sealed envelope addressed as follows:
The Secretariat, Transnet Acquisition Council
RFP No: TE17-BFX-05V-3220
Description SUPPLY AND DELIVERY OF ADAPTORS FOR RSE BUSINESS IN KOEDOESPOORT
Closing date and time: 01 August 2017 at 10:00AM (SOUTH AFRICA TIME)
Closing address: Tender Box located in the Security Guard House,
Transnet Engineering Park,
160 Lynette Street,
Kilner Park, Pretoria
All envelopes must reflect the return address of the Respondent on the reverse side.
4 DELIVERY INSTRUCTIONS FOR RFP
4.1 Delivery by hand
If delivered by hand, the envelope must be deposited in the Transnet tender box which is located at the main entrance of the Office Block, Transnet Engineering 160 Lynette Street, Kilner Park, Pretoria and must be addressed as follows:
THE SECRETARIAT
TRANSNET ACQUISITION COUNCIL
TRANSNET ENGINEERING BUILDING
KILNER PARK
a) The measurements of the "tender slot" are 500mm wide x 100mm high, and Respondents must please ensure that response documents or files are no larger than the above dimensions. Responses which are too bulky [i.e. more than 100mm thick] must be split into two or more files, and placed in separate envelopes, each such envelope to be addressed as required in paragraph 3 above.
b) It should also be noted that the above tender box is located at the street level outside the main entrance in Lynette Street and is accessible to the public 24 hours a day, 7 days a week.
4.2 Dispatch by courier
If dispatched by courier, the envelope must be addressed as follows and delivered to the Office of The Secretariat, Transnet Acquisition Council and a signature obtained from that Office:
THE SECRETARY
TRANSNET ENGINEERING DIVISIONAL ACQUISITION COUNCIL
TRANSNET ENGINEERING BUILDING, KILNER PARK
5 BROAD-BASED BLACK ECONOMIC EMPOWERMENT AND SOCIO-ECONOMIC OBLIGATIONS
As explained in more detail in the B-BBEE Preference Points Claim Form in Section 8 and as prescribed in terms of the Preferential Procurement Policy Framework Act (PPPFA), Act 5 of 2000 and its Regulations, Respondents are to note that Transnet will award preference points to companies who provide valid proof of their B-BBEE status using either the latest version of the generic Codes of Good Practice or Sector Specific Codes (if applicable).
The value of this bid is estimated to be below R50 000 000 (all applicable taxes included); and therefore the 80/20 system shall be applicable. Despite the stipulated preference point system, Transnet shall use the lowest acceptable bid to determine the applicable preference point system in a situation where all received acceptable bids are received outside the stated preference point system.
Respondents are required to complete Section 8 [the B-BBEE Preference Point Claim Form] and submit it together with valid proof of their B-BBEE Status as stipulated in the Claim Form in order to obtain preference points for their B-BBEE status. Respondents are required at all times to comply with the latest B-BBEE legislation and/or instruction notes as issued from time to time by the DTI.
Note: Failure to submit valid and original (or a certified copy of) proof of the Respondent’s compliance with the B-BBEE requirements stipulated in Section 8 of this RFP (the B-BBEE Preference Points Claim Form) at the Closing Date of this RFP, will result in a score of zero being allocated for B-BBEE.
5.1 B-BBEE Joint Ventures or Consortiums
Respondents who would wish to respond to this RFP as a Joint Venture [JV] or consortium with B-BBEE entities, must state their intention to do so in their RFP submission. Such Respondents must also submit a signed JV or consortium agreement between the parties clearly stating the percentage [%] split of business and the associated responsibilities of each party. If such a JV or consortium agreement is unavailable, the partners must submit confirmation in writing of their intention to enter into a JV or consortium agreement should they be awarded business by Transnet through this RFP process. This written confirmation must clearly indicate the percentage [%] split of business and the responsibilities of each party. In such cases, award of business will only take place once a signed copy of a JV or consortium agreement is submitted to Transnet.
Respondents are to note the requirements for B-BBEE compliance of JVs or consortiums as required by Section 8 [the B-BBEE Preference Point Claim Form] and submit it together with proof of their B-BBEE Status as stipulated in the Claim Form in order to obtain preference points for their B-BBEE status.
Note: Failure to submit a valid and original B-BBEE certificate for the JV or a certified copy thereof at the Closing Date of this RFP will result in a score of zero being allocated for B-BBEE.
5.2 Prequalification criteria for Preferential Procurement
Respondents are to note that they are eligible to participate in this RFP should they meet one or more of the prequalification criteria for preferential procurement stipulated in paragraphs 5.3, 5.4 and 6 below.
5.3 Exempted Micro Enterprises and Qualifying Small Enterprises
Transnet has set a prequalification criterion that only Exempted Micro Enterprises (EMEs) and Qualifying Small Enterprises may participate in this RFP process. A bid that fails to meet this pre-qualifying criteria will be regarded as an unacceptable bid.
5.4 Minimum B-BBEE level
Transnet has set a minimum B-BBEE threshold for participation in this RFP process. The minimum B-BBEE threshold in this instance is a B-BBEE Level 1-3. A bid that fails to meet this pre-qualifying criteria will be regarded as an unacceptable bid.
5.5 B-BBEE Improvement Plan
Transnet encourages its Suppliers to constantly strive to improve their B-BBEE rating. Whereas Respondents will be allocated points in terms of a preference point system based on its B-BBEE scorecard to be assessed as detailed in paragraph 5 above, in addition to such scoring, Transnet also requests that Respondents submit a B-BBEE improvement plan. Respondents are therefore requested to indicate the extent to which they will maintain or improve their B-BBEE status over the contract period.
Respondents are requested to submit their B-BBEE Improvement Plan as an essential returnable document with their Proposals by completion of Annexure H appended hereto. [Refer to Section 12 and Annexure H for further instructions]
5.6 Supplier Development Initiatives
Historically in South Africa there has been a lack of investment in infrastructure, skills and capability development which has resulted in inequality in the income distribution and wealth of a significant portion of the population. There have been a number of Government initiatives developed to address these challenges. In particular, the New Growth Path [NGP] and New Development Plan [NDP] aligns and builds on previous policies to ensure the achievement of Government’s development objectives for South Africa.
Transnet fully endorses and supports Government’s economic policies through its facilitation of Supplier Development [SD] initiatives. Hence Respondents are required to submit their commitments with regard to Supplier Development Initiatives over the duration of this contract.
As a prequalification criterion to participate in this bid, Respondents are required to provide a commitment that the monetary value of all SD initiatives to be undertaken by them will not be less than 10% [twenty percent] of the contract value.
All Respondents must refer to Section 10 for instructions and complete Section 11 [Declaration of Supplier Development Commitments] as this is a mandatory returnable document. In addition, Respondents are required to submit a Supplier Development Plan and SD Value Summary, Annexure G and F as these are required as essential returnable documents.